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Order catering and services for your booking

You can attach services to a booking: catering, extra equipment, room set-up work and any other service your organization offers. Each service belongs to a catalog organized in families and subfamilies.

Add services to a booking

  1. Open your booking (My bookings, click the booking, then Modify). Right after creating a booking, you can also click the Service shortcut on the confirmation screen.

  2. Scroll to the Services section and click the add (+) icon. If an imputation code is required before ordering services, the screen prompts you to fill it in first.

  3. The "Add services" window opens. Filter the catalog:

    • Site: services available on the room's site

    • Family and Subfamily: for example catering, then breakfast

    • Service: search by name

  4. Click the magnifier icon to display matching services. Each line shows the description, the required lead time (how long in advance it must be ordered), preparation and cleanup times, and a catalog link when available.

  5. Tick the services you want and click Next.

  6. For each selected service, set the order details:

    • Quantity

    • Start and End time (for example when the coffee break should be served)

    • Observation: any instruction for the provider

    • Imputation code, when your organization bills services to a code
      The unit price is displayed next to each service.

  7. Click Validate. If you see "Please select at least one service", go back and tick a service before validating.

Review and adjust ordered services

In the booking, the Services table lists each ordered line with its reference, service name, quantity, price, total, start and end times and observation.

  • Click the edit (pencil) icon on a line to change quantity, times or observation.

  • Click the delete (cross) icon to remove a line.

  • The supplier link icon opens the provider's documentation page when one is defined.

Quotes and invoices

For paid bookings, the Quote/Invoice action on the booking detail opens the Invoicing window:

  1. Open My bookings, click the booking to open its detail page.

  2. Click Quote/Invoice.

  3. If needed, enter a Deposit, a Discount on services and a Room discount.

  4. Click View quote to generate the quote, or View invoice to generate the invoice.

Good to know

  • Every service has a lead time: past the deadline, it can no longer be ordered for your meeting. Order early.

  • Service orders are dispatched to the providers, who prepare and track them in their own dashboard (see "Track and fulfill service orders as a provider").

  • Changing the date or time of a booking also moves its services; you will be warned if a service's lead time can no longer be respected.

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